Why Renting a Shared Office Space Can Save Your Business

Now that the pandemic is over, and the number of businesses that work exclusively from home and/or remotely has been reduced, many companies are returning to formal office spaces. Yet a large number of these organizations work via a hybrid model. That is, part-time at the office and part-time remote, which means signing a traditional long-term lease is not necessarily needed and can even be considered a waste of money. 

However, there are many clients and potential clients who prefer meeting in a professional setting, regardless of the business model. That’s where renting a professional office space can make or break your company. 

According to the professionals at Plaza Executive Suites, who specialize in office space for rent, if you need an official mailing address for your business or organization, you can rent a physical office with a physical address. You can also be provided with a conference room and an array of virtual office solutions such as live answering services and even Notary Public and Statutory Agents.    

Taken a step further, how can a rented or even a shared office space provide a largely remote business with distinct advantages? A recent report by Bomb Fell states that shared or coworking office spaces have become increasingly popular since the end of the COVID pandemic. They offer a sense of community, flexibility, and full access to resources that freelancers and small, more remote-based businesses can’t afford independently.     

But taking full advantage of shared working environments is said to have its challenges because of differing working styles of the occupants. But here are some strategies to employ in a rented shared office that will help a business run smoothly and more efficiently than ever.  

Optimizing Space

The efficient and optimized use of space is said to be crucial in a shared office environment. A professional’s goal is to create a layout that emphasizes productivity while also offering accessibility and comfort. 

Tips for space utilization include: 

Flexible workstations: Professionals can incorporate “hot-desking options” whereby they can choose their workstation on a daily basis. This means that desks are not abandoned for extended periods of time.  

Office zoning: Different zones can be created for a variety of activities, such as quiet zones for work that takes concentration and focus. Collaboration zones allow for group-related projects. Relaxation zones can be established for breaks and lunchtime. A conference zone is the place where clients come to do business. 

Healthy ergonomic furniture: Some rented offices will come with adjustable desks and ergonomic chairs to promote productivity and health in the workspace.

Clear Communication

Clear communication is of vital importance in a shared office space so that misunderstandings are avoided. 

Strategies for clear, effective communication include:

Prearranged regular meetings: Holding regular meetings to discuss progress, goals, and potential problematic issues is essential for a thriving business. These can be accomplished by arranging for weekly face-to-face meetings with employees or individual reviews on a monthly basis. 

Communication tools: Utilizing digital communication tools such as Trello, Microsoft Teams, and Slack can provide effective collaboration and communication. Platforms like these and others are said to keep everyone in the organization organized and informed.  

Signage: Clear signage should be utilized to direct workers to different areas of the building, such as conference rooms, kitchens, and restrooms. The signage will minimize confusion and therefore save precious time. 

Office Resource Management

Bomb Fell states that shared offices need to manage their resources efficiently to make certain that all employees enjoy easy access to the equipment and tools they need for the working day without frustrating delays. 

Tips for office resource management include: 

Efficient booking system: An effective booking system should be put in place for shared office resources like conference rooms, copy machines, printers, projectors, and more. This ensures fair usage and prevents conflict between companies and workers.

Managing inventory: It’s important to keep careful track of office supplies and necessary equipment. Inventory lists should be updated on a regular basis to make certain they don’t run out when needed the most. 

Professional IT support: Professional IT support is said to be a must when it comes to handling technical issues quickly. By having this available to all office renters, downtime from sudden disruptions will be significantly minimized. 

Maintaining an Organized and Clean Office Environment

An organized and clean workspace is said to be essential for maintaining company productivity and overall morale. Shared offices, in particular, should establish protocols to make sure the workplace is tidy and welcoming, especially when it comes to client visits.

 Cleaning and organization tips include: 

Regular clean-up schedules: Companies should schedule cleanings for workstations and common areas. All workers need to be encouraged to pick up after themselves. 

Effective storage solutions: Effective storage solutions, such as wall shelving, lockers, and closets, must be available for both personal items and office-related supplies and equipment. 

Regular decluttering: It’s important to declutter on a regular basis to remove all unnecessary items and to maintain an efficient workspace. 

In the final analysis, there’s nothing that elevates your business more than renting a professional workspace complete with a physical business address. Whether shared or not, it should come with a conference room, answering service, IT, and all the tools you need to run a thriving business.